Current as of: April 2019
Why and when your consent is necessary
- When you register as a client/patient of our practice, you provide your consent for our doctors, nurses, therapists and practice administration staff to access and use your personal information so that they may provide you with the best possible healthcare and treatment outcomes.
- If we need to use your information for anything else, we will seek additional consent from you.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide healthcare services to you. Our purpose for collecting, using, holding and sharing your personal information is to be able to manage your healthcare and treatment outcomes and as such to be able to provide you with the best possible care. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes.
What personal information do we collect?
The information we will collect about you includes (but is not limited to):
- name, date of birth, address, contact details
- medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
- Medicare number
- healthcare identifiers
- health fund details.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
- When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
- During the course of providing medical services, we may collect further personal information.
- We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment or communicate with us using social media.
- In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
- your guardian or responsible person
- other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
- your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
- with third parties who work with our practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
- with other healthcare providers
- when it is required or authorised by law (e.g. court orders, subpoenas & search warrants)
- when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
- to assist in locating a missing person
- to establish, exercise or defend an equitable claim
- for the purpose of confidential dispute resolution process
- when there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
About Face Cosmetic Studio views your personal and medical information as a confidential document. It is practice policy to maintain the security of your personal information at all times and ensure that this information is only accessible by authorised members of staff.
Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia unless required by law.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms. Our business is largely ‘paperless’ and so most information is stored electronically, however some information is stored in hardcopy paper format. All personal information is stored securely.
- Electronic information is stored on our secure servers in a locked environment and is password protected and/or encrypted. Offsite backups are held in secure premises and are encrypted.
- Paper files are kept in locked premises that are protected by monitored security alarms and security cameras.
- Our servers and network have the latest antivirus and intrusion protection layer firewalls and are regularly tested for integrity.
Your information will be kept for at least as long as after your last visit as is legally necessary or required for administrative purposes. After this time, it will be destroyed in a secure manner.
How can you access and correct your personal information?
Under Australia’s privacy legislation, you have the right to access your information.
You do not need a reason to request access to your medical records. We will require you to put this request in writing either by email or letter and we will respond within a reasonable time, usually within 30 days. Please note that we will need to be able to verify your identity before we release or modify your personal information. We may charge a fee to cover the administrative costs associated with complying with your request.
We will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to our reception team at; firstname.lastname@example.org
How can you lodge a privacy-related complaint, and how will the complaint be handled?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will attempt to resolve any compliants in accordance with our resolution procedure. We can be contacted by email; email@example.com Phone: 08 9388 8121 or by writing to us at: 317 Rokeby Road, Ground Floor, SUBIACO 6008 Western Australia. We will respond within a reasonable timeframe, usually 30 days
You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992
Privacy and our website
Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We may use reports provided by Google Analytics to help us understand website traffic and webpage usage.
Policy review statement